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Level 2

Custom Fields

I'm trying to create a list of AR Aging with County so we can simplify our collections.

I have a custom field called "County". It's working on a job level, but not a customer level. I need it to work on both because we have some customers that never had a job created in our job management system. 

Any ideas on what else I can do? Currently I have to manually track this information in Excel and it'd be so much better if I could just export it. 


Solved
Best answer June 01, 2020

Best Answers
Highlighted
QuickBooks Team

Custom Fields

Thanks for adding more details, tnelson75.


Yes, you’re correct. The county will only show on the job level and not on the customer name. If you recently added the county field, the changes only apply to the current transactions.


As a workaround, we’ll have to toggle the name listed in the Customer: Job field to another one and then enter the correct job. This way, all previous transactions will be associated with the county it belongs to.

 

You'll have to perform the steps one at a time for each job level. Here's how to update the entries:

 

  1. Go to Customers at the top menu bar to select the Customer Center.
  2. Tap the Transactions tab on the left panel.
  3. From the list, choose the transaction you’re working and then double-click on it to see more details.
  4. In the CUSTOMER: JOB drop-down, select another customer and then hit the Save icon at the top bar.
    ar1.png ar2.png
    ar2.png
  5. Click Yes to confirm the action.
  6. On the same entry, click the Customer: Job drop-down to choose the correct job/customer.
  7. Hit the Save icon and Yes to confirm the process.

After performing these steps, the transaction is now tracked to the county.

ar3.png

For additional resources, let me share the Understand reports guide. It provides an overview of how QuickBooks builds the data on a report.


Let me know if you have any other concerns or questions. I’ll be right here to answer them for you. Have a great rest of the day.

View solution in original post

6 Comments 6
Highlighted
QuickBooks Team

Custom Fields

Hi and thank you for the screenshot, tnelson75,

 

Great job for manually exporting your reports to Excel. It's the current workaround to track the information needed for your business.

 

The custom field will work on both the customer and the job level. See the attached screenshot below for your visual guide.

customfieldinQBDT.PNG

 

Check out these handy articles for more details about personalizing your statements:

Stay in touch whenever you need additional information. I'm always around to help.

 

Thank you and stay safe!

Highlighted
Level 2

Custom Fields

To clarify - the county will ONLY show up on the job level, not the customer level? Even if there are transactions on the customer level? 

Also, if a transaction has been posted prior to the county being added, the county is not showing up. Am I correct in understand that they cannot be applied retroactively as well? 

Highlighted
QuickBooks Team

Custom Fields

Thanks for adding more details, tnelson75.


Yes, you’re correct. The county will only show on the job level and not on the customer name. If you recently added the county field, the changes only apply to the current transactions.


As a workaround, we’ll have to toggle the name listed in the Customer: Job field to another one and then enter the correct job. This way, all previous transactions will be associated with the county it belongs to.

 

You'll have to perform the steps one at a time for each job level. Here's how to update the entries:

 

  1. Go to Customers at the top menu bar to select the Customer Center.
  2. Tap the Transactions tab on the left panel.
  3. From the list, choose the transaction you’re working and then double-click on it to see more details.
  4. In the CUSTOMER: JOB drop-down, select another customer and then hit the Save icon at the top bar.
    ar1.png ar2.png
    ar2.png
  5. Click Yes to confirm the action.
  6. On the same entry, click the Customer: Job drop-down to choose the correct job/customer.
  7. Hit the Save icon and Yes to confirm the process.

After performing these steps, the transaction is now tracked to the county.

ar3.png

For additional resources, let me share the Understand reports guide. It provides an overview of how QuickBooks builds the data on a report.


Let me know if you have any other concerns or questions. I’ll be right here to answer them for you. Have a great rest of the day.

View solution in original post

Highlighted
Level 2

Custom Fields

Thank you!

 

I felt like I might have been missing something. Changing the customer is definitely a bit of kludge, but it's going to be a lot quicker than exporting to Excel, having to look up the customer, and add it to the spreadsheet. 

Highlighted
Level 2

Custom Fields

I think that I'm looking for something like that.. 

Quick question:

If I create new custom fields in Items, those fields cannot be applied retroactively as well? 

 

Cause I have a lot of invoices before and I need to create reports with those custom fields..  there is any way to update the information of the past?

 

thank you so much

Highlighted
QuickBooks Team

Custom Fields

Welcome to the Community.

 

Thanks for joining this thread. I can provide clarifications about adding custom fields on invoices.

 

Yes, the tailored fields automatically apply to new invoices. To associate the past entries with the custom fields, manually open each one and select the proper template.

 

The defined-fields will not show on the report if they’re added as columns on an invoice. Add them to the customer’s profile so they'll appear on the statement.

 

Here's how:

 

  1. Go to the Customers menu at the top to choose the Customer Center.
  2. In the Customers & Jobs tab, right-click beside the customer's name to access its profile.
    ct.png
  3. Tap the Additional Info menu on the left panel to choose the Define Fields button.
    ct1.png
  4. In the Set up Custom Fields for Names window, enter a term that will identify the field.
    ct2.png
  5. Click OK to save the changes.

The newly created custom field will show on the Invoice's page. From there, manually enter the information you want to appear on the transaction.
ct3.png

 

For additional information, check out the Create and use custom fields in QuickBooks Desktop article. It provides an overview of how to track custom name and item fields.

 

Let me know if you need assistance while working in QuickBooks. I’ll pop right back in to assist further. Enjoy the rest of the day.

 

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